Overview

The Document Management feature in Happy Property allows you to upload, organize, and manage files associated with your properties. The folder structure automatically generates to reflect your property's setup, organizing files into specific individual folders for Units and Vendors. Selecting a different property will refresh the documents section to match the selected property's structure.

Requirements

When uploading files, the following limitations and supported formats apply:

Upload Limits

• Maximum of 50 files per individual upload.

• Unlimited total files per folder.

• Maximum file size of 100MB per file.

Supported File Formats

• Images: .bmp, .gif, .jpeg, .jpg, .png, .svg, .tif, .tiff, .webp

• Documents: .doc, .docx, .dot, .odp, .ods, .odt, .pdf, .ppsx, .ppt, .pptx, .vsd, .xls, .csv, .tab, .tsv, .rtf, .txt, .xlsx

• Audio: .3g2, .3gp, .aac, .m4a, .mid, .midi, .mp3, .oga, .ogg, .wav, .weba

• Video: .3g2, .3gp, .avi, .mov, .mp4, .mpeg, .mpg, .ogv, .ts, .webm, .wmv

• Video (NVR): .dav, .asf, .box, .bix, .dat, .264, .h264

Steps

Navigating and Sorting Folders

1. Select a Property to access the Documents area.

2. Double-click to drill down into the corresponding Unit and Vendor folders.

3. To navigate back up the folder tree, click the breadcrumb bar at the top of the page.

4. Click column headings (Name, Extension, Owner, Date Added, Expiry) to change the sorting order. By default, items are sorted by Name in ascending order, with nested folders always appearing at the top of the list and files underneath.

Uploading Documents

1. Navigate to the folder where you want to add files.

2. Click the Upload button in the top right corner.

3. In the upload panel, either browse your computer or drag and drop files into the drop zone.

Viewing and Editing Document Details

1. Click a document entry to open the Document Details Panel on the right side of the screen.

2. View read-only information, including the date added, document owner, and creator.

3. Modify the Document Name or Expiry Date if needed.

4. Click Save in the bottom right corner to apply changes, or click Cancel / the X icon to discard changes.

Using Document Actions

The Actions menu allows you to open, share, move, or delete files. You can access the Actions menu by clicking the Ellipsis (...) on the far right of a file entry in the list, or at the top right of the Document Details Panel.

To Open a Document:

1. Select Open from the Actions menu.

2. If the file is an image or PDF, it will generate a browser preview. For other formats, you will be prompted to download the file to your computer (typically to your default 'Downloads' folder).

To Share a Document via Public URL:

1. Select Copy Link from the Actions menu.

2. Set a timeframe for the link to expire. Keep the default “Never” option unless you want to restrict the duration of access.

3. Click Get Link on the bottom right.

4. Click the Copy button generated above the link.

5. Click Done or the X icon to close the dialog.

To Share a Document via Email:

1. Select Share from the Actions menu.

2. Set a timeframe for the link to expire (default is "Never").

3. Enter the recipient email addresses (valid addresses will display as a button). If you enter an incorrect address, remove it using the X next to the email.

4. Click Send Email.

5. Click Done or the X icon to close the dialog. Recipients will receive an email containing the file name, expiry date, and the link to access the file.

To Move a Document:

1. Select Move from the Actions menu.

2. Use the menu to locate the destination folder.

3. Click Yes, Move Document to confirm the new location.

To Delete a Document:

1. Select Delete from the Actions menu.

2. Click Yes, Delete Document to confirm.

Exceptions / Edge Cases

• Recovering Deleted Files: The current system functionality does not allow users to recover accidentally deleted files or folders. If you delete a document you still need, you must reach out to support@happy.co for assistance.

FAQs

Can I create my own folder structure?

The folder structure automatically generates based on how your property is structured in Happy Property (comprised of Units and Vendors).

How long do shared document links remain active?

By default, shared links are set to "Never" expire. However, you can manually set a timeframe for the link to expire when generating the URL or sending the email.

Can I change a document's name after uploading it?

Yes. Click on the document to open the Document Details Panel, edit the Document Name, and click Save.